Notice: The following is a reference copy of the committee charter. The official charter document may be found on the FCHOA2  website.

FORD’S COLONY AT WILLIAMSBURG

HOMEOWNERS ASSOCIATION, INC.

 ROADS AND PROJECT MAINTENANCE COMMITTEE CHARTER:

            WHEREAS, Article III (A), Section 1 of the Ford’s Colony at Williamsburg Homeowners Association, Inc.’s (“Association’s”) Bylaws provides that “the affairs of the Association shall be managed under the direction of a Board of Directors;”

            WHEREAS, Article III (C), Section 18 of the Bylaws provides that the Board of Directors “shall have all of the powers and duties necessary for the administration of the Association’s affairs...;”

            WHEREAS, Article V of the Bylaws states that the Board may authorize committees to perform such tasks and to serve for such periods as may be designated by the Board, that each committee shall be composed and shall operate in accordance with the terms of the resolution of the Board of Directors designating the committee, that unless otherwise provided in the resolution, the members of a committee shall be appointed by the Board and shall serve at the pleasure of the Board, and that any committee member may be removed by a majority of the members of the Board, with or without cause, at any time, and with or without a successor being named;

WHEREAS, the Board of Directors deems it necessary and desirable and in the interest of the individual lot owners and the Association to establish a committee to advise and assist the Board in the operation, care, upkeep, and maintenance of all roads, drainage systems, and common areas, and related equipment, owned or to be owned by the Association, as differentiated from the vertical structures and buildings of concern to the Facilities Committee;

NOW, THEREFORE, THE BOARD OF DIRECTORS RESOLVES THAT a Roads and Project Maintenance Committee be established, having the following terms of reference:

I. RESPONSIBILITY.         

            A.  The Roads and Project Maintenance Committee shall serve at the pleasure of the Board of Directors.  The primary purpose of the Roads and Project Maintenance Committee is to advise the Board on the maintenance, operation and use of available resources on roads, drainage systems, and common areas, and related equipment owned, or to be owned, by the Association, including:

1.  Performance of Management Agent personnel and supervised contractors in the maintenance functions of common areas owned by the Association.

2.  Analysis of personnel, equipment, and vehicle needs, as well as the ongoing maintenance of these assets necessary to maintain the common areas in accordance with the requirements of the Association’s governing documents, resolutions of the Board, and the annual operating budget.

3.  Planning and analysis of the Association’s Capital Replacement Study with respect to the comprehensive inventory, current condition, replacement schedule/cycle, and costs of Association roads, drainage systems, and site components such as asphalt leisure trails, concrete walks and curbs, street lights and signage.

4.  Assistance to the Management Agent and property owners in response to property owner requests for service for road and common area maintenance.

5.  Monitoring of road and drainage system conditions by volunteer inspectors throughout Ford’s Colony.

6.  Recommendations on road and common area safety through the use of signage, reflectors, physical barriers, and communication to the owners on matters of safety and maintenance.

7.  Recommendations on changes to or additions required to the appearance of common areas in the community.

8.  Monitor the Association’s budget performance relating to Project Maintenance, and assist in formulating the annual budget each year based on developed programs and approved improvements in Association services.  Be prepared to report concerns and develop solutions for budget overruns to the Finance Committee and to the Association’s Board of Directors.

B.  The Roads and Project Maintenance Committee will, from time to time, undertake studies and surveys to make recommendations to the Board concerning the need, timing, type, and cost of maintenance programs, equipment, personnel, and other resources with respect to the Ford’s Colony Master Plan, and in consultation with the Developer, to assist the Board in predicting future budget requirements and the efficiency of current operations.

C.  The Committee shall perform such other tasks as may be assigned from time to time by the Board.

II.  MANNER OF ORGANIZATION.

            A. Membership:

1.  The Roads and Project Maintenance Committee shall consist of at least seven (7) and no more than nine (9) members appointed by the Board of Directors.  The Committee Chair should recruit and nominate prospective members for appointment by the Board.  For the purpose of conducting its business, a simple majority of members shall constitute a quorum.

2.  Committee members shall be lot owners in Ford's Colony, however, they may not simultaneously be members or spouses of members of the Association's Board of Directors.  The Management Agent shall be an ex officio, non-voting member and will act as an advisor to the Committee.

3.  Members of the Board of Directors shall be informed of scheduled committee meetings and may attend and participate in the meetings of the Committee but may not vote on any motion before the Committee.            

.           B.  Terms:

1.  The Roads and Project Maintenance Committee members shall normally serve a term of three (3) years and shall be eligible to serve no more than two (2) terms consecutively.

2.  In an effort to promote continuity, terms should be staggered so that one-third or the closest number to one-third of the Committee membership is appointed or reappointed each year.

3.  Terms of committee members will begin on January 1 and end on December 31.

C.  The Roads and Project Maintenance Committee Chair shall be a member of the Committee, shall be appointed annually by the Board of Directors and shall serve no more than two (2) consecutive years in that position.  The committee shall designate a Vice Chair who shall be approved by the Board of Directors.  Meetings without the presence of the Chair are not anticipated; however, should such an occasion occur, the Vice Chair shall lead the meeting.                   

D.  The Board may remove a member of the Roads and Project Maintenance Committee, with or without cause.  Vacancies may be filled by appointment by the Board.

E.  The Roads and Project Maintenance Committee Chair will designate a recorder from among the Committee members.  The recorder shall be responsible for maintaining Committee records, minutes of meetings, and assisting the Chair in preparing quarterly, special, and annual reports to the Board of Directors.

III.  MANNER OF OPERATION.  The Roads and Project Maintenance Committee shall conduct its business in the best interest of the Association and in accordance with this Charter, the Association's Declaration, Bylaws and Rules and Regulations.  However, any recommendation to the Board shall be forwarded only when a quorum is present.  The Committee will take no action on behalf of the Association without the prior authorization of the Board of Directors as reflected in the Association's minutes. 

A.  Function of the Chair:   Functions of the Chair shall include the following:

                        1.  Coordinate all Committee activities and preside at all Committee meetings.

                        2.  Prepare required reports to the Board.

                        3.  Represent the Committee to the Board

4.  Prepare annual budget proposals, if applicable, and submit to the Finance Committee and Management Agent as requested.

5.  In coordination with the Management Agent, plan for and administer studies into the need, timing, and type of future maintenance requirements or improvements.        

            B.  Meetings:

1.  The committee will meet as often as deemed necessary by the Chair and at least quarterly with notice to all members and the Board of Directors.

                        2.  The committee will determine its own meeting agenda.

3.  Except as provided in the Code of Virginia for convening in executive session, all meetings shall be open to all members of the Association. Notice of each meeting shall be provided to the Management Agent in time for publication to the membership. At least one copy of the agenda and any supporting material shall be made available for inspection by the membership at each meeting of the committee.

C.  Reporting:

1.  The Roads and Project Maintenance Committee will provide quarterly, special, and annual reports, as requested, summarizing its activity to the Board of Directors.

2.  The recorder or interim recorder shall prepare and submit through the Chair minutes of all Committee meetings.  Copies of all approved meeting minutes shall be delivered to the Management Agent and Board of Directors as soon as practical.